Deputy Practice Manager - HC - Practice Support

Do your life's best work!

We get it. Every company says their people matter but at Advara HeartCare, you really do. Because whatever your role here is, you are our impact, and you are our future.

Our Best Starts with You

At Advara HeartCare, we're united by one purpose—to improve Australia's heart health.

As Australia's largest privately owned cardiology provider, with more than 90 centres and over 100 cardiologists nationwide, we've spent more than 20 years delivering exceptional cardiovascular care. We're proud of our reputation for clinical excellence, innovation and outstanding patient experiences, and we're continuing to build something even better.

We know our success is driven by our people. That's why we're committed to creating a workplace where you feel supported, valued and empowered to thrive.

The Opportunity

As the Deputy Practice Manager, you are responsible and accountable for providing and achieving a high quality, accurate and efficient reception and administrative service to the practice in accordance with strategic business objectives, with a positive, inspirational and professional outlook that represents the Advara HeartCare purpose and values.

The Deputy Practice Manager will have proven leadership skills, ensuring a high level of staff engagement to empower all staff to deliver outstanding clinical outcomes and support of business outcomes. This support role to the Practice Manager, will be fundamental in ensuring the continual development of an outstanding local team and support the clinical services at the practice.

Key Responsibilities

• Daily operational management of the front desk which includes but is not limited to general reception and administrative services for the clinic including answering phones, making and managing patient appointments
• Effective diary management incorporating consultation and testing appointments in line with utilisation targets, key performance indicators and administrative protocols for appointments, testings and hospitals admissions
• Effective management of the financial requirements of the site, including daily reconciliation, billing, banking and month end
• Drive a dynamic and innovative culture within the team where individuals inspire each other to continuously deliver exceptional outcomes and care for our patients
• Positively influence a culture of continuous improvement by partnering with key stakeholders and build effective relationships across the business
• Actively support the Practice Manager and champion Advara HeartCare initiatives to drive culture, quality, efficiency and access to services

What you’ll do:

As the Deputy Practice Manager, you report directly to the Practice Manager.

You have no direct reports, however, support the Practice Manager in managing the workflows, task allocation, quality output and development of the administration team.

Your key responsibilities:

• Ability to be proactive, anticipate needs and action accordingly – forward think and forward plan with direct accountability for team task dimensions
• Attention to detail and pride in delivering consistently accurate work with aptitude and integrity
• Ability to organise/prioritise work in and around other people’s deadlines and workloads and conflicting priorities
• Bring a confident, positive, enthusiastic and ‘can-do’ attitude to work each day
• Develop and maintain professional working relationships
• Confidence in leadership by example in all areas of conduct and output
• Resonate with and influence the high performance Advara HeartCare culture
• Take a partnering approach with all managers and stakeholders
• Enthusiastic and driven professional who is open to learning opportunities for self and team
• Execution of tasks as allocated by the Practice Manager, with accountability for accuracy, quality and timeframes
• Efficient time management, clarity in communication and follow through of both current and new workflow expectations for self and team outcomes
• Ability to take initiative and lead independently, without being prompted to drive team initiatives, objectives and outcomes
• Individual Key Result Areas for the role will be discussed and agreed with the job holder and their leader during the on-boarding, bi annually and annually as part of the performance review process.

Your key working relationships:

As the Deputy Practice Manager, you need to develop strong relationships with the following internal parties:

• General Manager
• Cardiology specialist doctors
• Operations Manager
• Practice Managers and Deputy Practice Managers
• Patient Services Officers
• Technical Services Manager/ Tech Team Leaders
• Cardiac technicians (Echo and ECG)
• Team Based Care Manager and Nurses

In addition, you need to develop strong external relationships with various individuals, agencies and key stakeholders such as external service providers (e.g. suppliers, landlords etc.), hospital staff, industry bodies and industry groups, the community, regulatory bodies, unions and associations and specialist consultants.

 About You

Required Qualifications, Skills and Experience

Technical Skills & Expertise

• Demonstrated understanding of and an ability to provide superior patient care and stakeholder customer service.
• Strong leadership skills with experience in leading a team by displaying and inspiring confidence in and demonstrating behaviours in accordance with the organisation’s values.
• Demonstrated knowledge of cardiology terminology and procedures
• Competent computer skills, including typing accuracy and intermediate Microsoft Office capability in Outlook, Word and Excel
• Established ability to coach, mentor and develop staff to potential
• Experience in managing organisational systems and medical software technology to maximise productivity in the workplace.
• Exceptional organisation and communication skills with the ability to efficiently work simultaneously with numerous stakeholders under pressure.
• Strong analytical skills with the ability to solve complex problems and the resilience to overcome obstacles and ensure the completion of committed actions.
• Ability to work in a fast-paced, transactional customer service environment

• Tertiary qualifications and/or 3-5+ year’s equivalent experience in the health professional industry.
• Extensive knowledge of relevant workflows for all cardiac testing and reporting.  

Accountabilities:

• Report risks and hazards to line manager and proactively participate in risk reduction strategies
• Understand and comply with the policies and procedures of the Safety & Quality Management System
• Participate in Safety and Quality activities and audits as delegated by line manager
• Be accountable for own actions and seek assistance when necessary